Turn on intake automations
Stop sending intake emails manually. Automate the intake form, portal invite, and reminder cadence, so every new client gets the same clean onboarding without anyone in your practice having to remember.
- An intake template you are happy to send unattended (lesson 2.3)
- A paid plan (Plus or Advanced) if you want automated reminders, email or SMS
What automating actually saves you
Every practice runs the same five steps for every new client: send intake, invite to portal, remind them if they go quiet, confirm the appointment, follow up. Done by hand, it's easy for one of those steps to slip.
Automated, it runs on its own. Automation makes sure the routine steps happen on time, so your attention can go to your clients.
Turn on the new-client workflows
- Open Workflows from the left sidebar.
- Find Send intake (sends the forms in your Intake folder when a client is created) and Send Portal invite (sends the portal invite). In a new workspace both sit under Unpublished as Inactive.
- Hover over each one and click the toggle icon (its tooltip reads Activate), or open it and click Activate workflow.
From then on they run in the background and show under Active. To change what's sent, edit the forms in your Intake folder rather than the workflow.
Set up the default intake folder
- Open Templates and hover over the intake form you want sent automatically.
- Click Move to folder and choose the Intake folder (marked Default). Drag and drop works too.
Everything in this folder goes to new clients while the Send intake workflow is active. There's no set limit, but every form in it goes to every new client, so keep it to the few everyone needs, such as intake, PHQ-9 and consent. A new workspace's Intake folder starts empty, so nothing is sent until you add a form. Community templates need copying to your workspace before they can go in it.
Reminders for clients who go quiet
The Reminders tab in Workflows is where the nudges live, with one card per type. Each reminder is independent:
- Appointment reminders: hours before the appointment.
- Intake reminders: days after the form was sent.
- Portal invite reminder: days after the Send Portal invite workflow sent an invite. Invites you send by hand don't get them.
- Invoice reminders: covered in Lesson 4.4.
New workspaces already have an appointment email 48 hours before and an appointment SMS 24 hours before; intake and portal invite reminders start empty. Click New reminder on a card, choose email or SMS, set the timing, personalise it with smart chips, Preview, then Save. Reminders need a paid plan (Plus or Advanced), and SMS doesn't send during the free trial. There's no on/off switch for a reminder: to stop one, delete it.
Tick these off in your own workspace before moving on.
Five new-client automations worth turning on tomorrow.
Pick the one closest to your practice and adapt it.
Send intake when the client is created. Reminder 3 days later if no response. Portal invite at the same time. Appointment reminder 24h before.
Intake + injury history + consent (three templates in the default folder). Reminder at 2 days. SMS appointment reminder 24h before.
Intake auto-send, portal invite manual (only after first visit). Reminder 1 day before next appointment, SMS.
Intake + goals questionnaire on creation. Portal invite at the same time. Reminder after 5 days if no response.
Intake + insurance card upload on creation. Invoice reminder 3 days overdue, then 7 days overdue. Appointment reminder 48h before.
How do I auto-send an intake form to new clients?
Open Workflows, hover over Send intake and click the toggle icon (Activate). It then sends every form in your Intake folder whenever a client is created. To change what's sent, edit the forms in that folder.
What's the default intake folder?
A dedicated template folder, marked Default in Templates. Anything in there is sent when the Send intake workflow is active. Move forms in by hovering and choosing Move to folder, or drag and drop.
How do I set up an appointment reminder?
Workflows → Reminders, then New reminder on the Appointment reminders card. New workspaces already have an email 48 hours before and an SMS 24 hours before. Pick email or SMS, set how many hours before, customise the content with smart chips, preview, save.
Can I personalise reminders with client name and appointment details?
Yes, use smart chips from the reminder editor toolbar to insert client name, appointment details, and more. They get replaced with the real values when the reminder fires.
Are SMS reminders on the Free plan?
No. SMS and automated reminders need Plus or Advanced. On Free you can still switch on Send intake and Send Portal invite, which send by email.
Why aren't my reminders being sent?
Check three things: your plan (reminders need Plus or Advanced, and SMS doesn't send during the free trial), that the reminder is set up under Workflows → Reminders, and that the client's notification method allows email or SMS (Lesson 2.2).
Can I turn off automations temporarily without losing the setup?
For workflows, yes: hover over the workflow and click the toggle icon again (its tooltip reads Disable). Its setup stays as it is until you activate it again. Reminders have no on/off switch, so deleting a reminder is the only way to stop it.